The primary purpose of this role is to support the Administration Manager and contribute to the efficient operation of the administration department. The Administrative Assistant will ensure high standards of administrative services to meet the business objectives of the organization.

Roles and Responsibilities

• Manage and maintain the COO’s calendar, including scheduling meetings, appointments, and conference calls.

• Coordinate complex travel arrangements, including flights, accommodation, visas, transportation, and itinerary planning.

• Prepare, draft, and review correspondence, presentations, meeting materials, and reports.

• Screen and prioritize incoming calls, emails, and requests on behalf of the COO, ensuring timely responses and follow-ups.

• Maintain strict confidentiality and handle all sensitive information with discretion and professionalism.

• Liaise and coordinate effectively with internal departments as well as external stakeholders to support business activities.

• Provide personal assistance when required, including support with personal tasks and errands.

• Ensure adherence to company policies, procedures, ISO standards, health and safety requirements, and the organization’s code of conduct and values.

Key Accountabilities

• Ensure the COO’s schedule is organized and managed effectively.

• Maintain accurate records, documentation, and follow-ups.

• Provide timely, accurate, and relevant information to the COO as needed.

• Support the smooth and efficient daily functioning of the COO’s office.

Requirements

• Previous experience supporting C-Level or senior executives.

• Strong communication, coordination, and time management skills.

• Proficiency in Microsoft Office or Google Workspace.

• Ability to handle pressure, adapt quickly, and maintain confidentiality.

Experience

• Minimum 5 years of experience as an Executive Assistant supporting a senior executive.

• Experience in the automotive industry is an advantage.

• Proven ability to work in a fast-paced, dynamic environment with shifting priorities.

• Previous experience working in the UAE is preferred.

Qualifications and Skills

• Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.

• Strong organizational and time management skills with the ability to prioritize effectively.

• Excellent written and verbal communication skills, with a professional and confident interpersonal style.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to work independently as well as collaboratively with cross-functional teams.

• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.